Download the template
Planning checklist
20+ dated tasks with owners, from locking dates to the post-trip settle-up.
Download CSV →Tip: in Google Sheets, use File → Import → Upload and choose “Insert new sheet(s)” to keep each file on its own tab.
What's inside
Here's the front of the checklist so you know what you're getting — opinionated defaults you can edit, not empty cells:
| Task | Due (weeks before) | Notes |
|---|---|---|
| Agree the group and lock the dates | 24 | Get a soft yes before booking anything |
| Set the total budget per person | 24 | The single most important step |
| Book lodging | 20 | Front the deposit? Log it so you get paid back |
| Collect deposits from the group | 19 | Set a hard deadline |
| Assign rooms / beds | 6 | Settle before arrival to avoid day-one drama |
| End: settle up before you leave | 0 | Square up while everyone's together |
How to use it with your group
A spreadsheet is a great start, but it has the same flaw every group-trip doc has: it lives on one person's laptop, and the money half goes stale the moment someone pays for something on a beach. Two habits fix most of it:
- Set the budget before you book. Fill the budget tab first and divide by group size — a per-person number up front prevents the awkward conversation later.
- Make "whoever pays, logs it" the rule. The budget tab only works if it's updated in real time. When that gets tedious in a spreadsheet, that's the cue to move the money to an app.
When you're ready to stop maintaining the spreadsheet by hand, GroupCation turns all four tabs into a live shared board: the roster becomes invited travelers, the budget becomes a real-time ledger that settles itself, and the checklist becomes shared tasks with due dates. Start with a trip planner with expense splitting built in, learn how to collect the money without nagging, or just run the numbers now with the free trip cost split calculator.
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Frequently asked questions
Is the group trip planning template free?
Yes — every file is free to download with no signup. You get a planning checklist, a budget sheet, a packing list, and a traveler roster as CSV spreadsheets plus a printable page you can save as PDF.
Does the template work with Google Sheets?
Yes. Each file is a standard CSV, so you can import it into Google Sheets, Excel, or Apple Numbers with File → Import. The printable version opens in any browser and saves as PDF.
What should a group trip planning template include?
The essentials are a dated planning checklist with owners, a budget that tracks estimated vs actual and who paid, a packing list split into personal and shared gear, and a roster capturing arrivals, households, and dietary needs.
The template, but alive
GroupCation is the iPhone app that turns this planning kit into one shared board — itinerary, roster, and a live expense ledger that settles itself. The organizer pays; the crew never does.
Join the waitlistFree to start · Launching soon on the App Store